ArtBuild template ArtBuild template · All of Canada
Cancellation site condition and handover report
Record site condition and handover when you leave.
- Version
- 2026.1
- Last updated
- October 24, 2026
Prepared by ArtBuild to help you organise your paperwork. It is general information, not legal advice, and it has not been reviewed by a lawyer. Check the rules for your province or territory before you act.
Part of the Contract Cancellation and Recovery Kit: start with its guide, and download the whole kit there.
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Record the site at cancellation
Use a joint inspection where feasible. Record observations and disagreements separately. This report documents condition and custody; it does not automatically accept workmanship, transfer title or release either party.
- Site project and contract
- Inspection date time weather and attendees
- Cancellation instruction and affected areas
- Outgoing and receiving representatives
- Access authority and safety plan
| Area / work item | Completed and unfinished condition | Photo ID | Restriction |
|---|
- Immediate protective work and owner
- Disputed observations and evidence
Account for property and continuing duties
| Item / serial | Owner and evidence | Location / condition | Custodian |
|---|
| Continuing task | Responsible person | Frequency / trigger | Contact |
|---|
- Keys and controlled access record
- Utilities alarms and emergency arrangements
- Materials returned or retained and authority
- Permits inspections and notifications
- Next inspection date and owner
Store access codes separately in a secure attachment. Record hired equipment distinctly from owned equipment. Removal or transfer needs proper authority; a signature acknowledging this report is not a blanket release.
Confirm the scope of acknowledgement
- Outgoing name role signature and date
- Receiving name role signature and date
- Acknowledged facts and express reservations
- Missing records or disputed inventory
- Photo index and attachments
- Copies delivered to and method
- Every identified hazard has a responsible person.
- Unfinished work and weather protection are recorded.
- Ownership and custody are not conflated.
- The record is linked to the final account without duplicate charges.
- Any release or transfer wording has separate authorized review.
Fictional example: unused cabinets remain in a locked room while their return is discussed. Record quantity, ownership evidence, condition and custodian. Do not infer that possession decides who pays or who owns the cabinets.
Jurisdiction-specific legal and site-safety verification required. This report supplies no engineering shutdown procedure.
Before you act: this document is general information prepared by ArtBuild to help you organise facts and paperwork. It is not legal advice and has not been reviewed by a lawyer for your situation. Rules differ by province and territory and change over time. Check the official source for your project, and for deadlines, liens, court or insolvency steps, speak with a lawyer licensed where the project is located.